Author: RunCloud Team

Seen a “401 Unauthorized” or “Access Denied” message when visiting a website?

This error means your browser couldn’t prove you have permission to view a page.

The good news: it’s easy to fix. This guide explains what causes the 401 error and walks you through the steps to resolve it quickly.

Let’s get started!

Understanding the 401 Unauthorized Error

When you browse the internet, your web browser and the website’s server exchange messages to deliver the content you want to see. Most of the time, these exchanges are successful, and you never see any error codes. However, if you don’t have the necessary permissions to access a web page, you will see the 401 Unauthorized Error.

A 401 error happens when the server can’t verify your identity. In most cases, your login credentials are missing, invalid, or expired.

You might see this error displayed in a few different ways, but they all mean the same thing:

• “401 Authorization Required”
• “HTTP 401 Error – Unauthorized”
• “Access Denied”

This is a client-side error, meaning the problem is caused by the browser sending either incorrect or incomplete credentials to the server.

401 vs. 403 Errors – What’s the Difference?

The 401 and 403 errors look similar but mean different things:

Suggested read: How to Fix a 502 Bad Gateway Error

Common Reasons for a 401 Error

Once you understand what causes a 401 error, fixing it is simple. Follow these steps to resolve the issue and regain access.

1. Incorrect Login Details

Let’s start with the most obvious and common cause: a simple typo. You might have accidentally misspelled your username or entered the wrong password. Check for common mistakes like having Caps Lock on or mixing up similar characters like the number ‘0’ and the letter ‘O.

2. Outdated Browser Cache and Cookies

All modern browsers store bits of information from websites you visit in a local storage area called the browser cache. It also saves small files called browser cookies that remember your login status, site preferences, and other session data.

Storing this information locally is great for website performance, but it can sometimes cause a 401 error. If your browser’s cache or cookies become corrupted or outdated, your browser might send an old, invalid login token to the server. The server, seeing these incorrect credentials, denies you access and returns a 401 error.

3. An Incorrect URL or an Outdated Link

Sometimes the problem is as simple as a mistake in the web address. You may have typed the incorrect URL or clicked on an old bookmark that points to a page that no longer exists or has been moved behind a login wall. Certain pages on a website are meant to be private and require authentication. If you try to access one directly without being logged in, the server will correctly block you with a 401 error. Always double-check that the URL is correct and that you’re trying to access a public page or are properly logged into a private area.

4. Plugin or Theme Incompatibility (For Website Owners)

Security or firewall plugins can sometimes block valid logins after an update or misconfiguration. Temporarily disabling them can help identify the issue. This is a common source of WordPress errors, and it is often triggered after a recent update to a plugin, a theme, or the WordPress core itself.

5. Firewall Issues

A firewall (either on the website’s server or even on your own network) can cause a 401 error. A Web Application Firewall (WAF) is designed to identify and block suspicious traffic. If it detects what it perceives as a threat from your IP address (perhaps due to multiple failed login attempts), it may block your access to prevent a potential attack, which would result in a 401 Unauthorized response.

How to Fix a 401 Error (Step-by-Step)

Now that you understand what the 401 error is and where it comes from, it’s time to troubleshoot 401 issues and get you back in. We’ll start with the simplest solutions and work our way up to more technical fixes. Follow these steps in order, as the problem is often resolved within the first few steps.

1. Double-Check the URL

This may sound overly simple, but an incorrect URL is a frequent cause of this error. Make sure you have typed the web address correctly. Pay close attention to ensure you haven’t accidentally tried to access a page that is restricted to administrators or logged-in users.

If you clicked on a link from an email or another website, it might be an outdated link that now points to a protected resource. Try navigating to the website’s main homepage and then finding the page you need from there.

2. Review Your Login Credentials

The most common problem is a simple mistake in your username or password. Before trying anything else, carefully re-enter your login details.

• Check for typos.
• Ensure your Caps Lock key isn’t on.
• If you’re still locked out and are not 100% sure of your password, the safest bet is to use the “Forgot Password?” or “Reset Password” link on the login page. This eliminates any guesswork.

3. Clear Your Browser’s Cache and Cookies

If the URL and your login details are correct, the next step is to check your browser’s stored data. Outdated or corrupted cache and cookies can cause your browser to send invalid authentication information to the server. Clearing the browser cache is a quick and easy way to fix 401 errors.

Here’s how to do it on popular browsers:

• In Chrome or Firefox, open Settings → Privacy → Clear browsing data.
  
• Select Cookies and Cached images/files, then confirm.
  
• Restart your browser and try again.

After clearing the data, close your browser completely, reopen it, and try logging in again.

4. Deactivate Your WordPress Plugins (For Website Owners)

If you are experiencing the 401 error on your own WordPress site after an update, then a plugin (especially a security or firewall plugin) may be causing this error. The easiest way to check this is to deactivate WordPress plugins.

• If you can access your dashboard: Navigate to Plugins > Installed Plugins. Select all plugins by checking the top box, and from the Bulk actions dropdown, choose Deactivate. If the error disappears, you know a plugin was the cause. Reactivate them one by one, checking the site after each activation, until the error returns. The last plugin you activated is the culprit.
• If you are locked out of your dashboard: You’ll need to use an FTP client or your hosting provider’s File Manager. Navigate to the wp-content folder and find the plugins folder. Rename it to something like plugins_old. This will deactivate all plugins. If you can now log in, rename the folder back to plugins and then follow the one-by-one reactivation process from your dashboard.

5. Check the HTTP Headers (For Advanced Users)

This is a more technical step. When a server sends a 401 response, it also includes additional headers. These headers contain data that specifies which authentication scheme the server requires (e.g., Basic, Bearer). You can view this header using your browser’s developer tools.

1. Open the page causing the 401 error.
2. Right-click anywhere on the page and select Inspect or Inspect Element.
3. Go to the Network tab.
4. Reload the page. You’ll see a list of network requests.
5. Find the request with a 401 status (it will be red). Click on it.
6. In the details pane, look for the Headers tab. This can give a developer clues about why the authentication is failing.

6. Contact the Website Administrator

If none of these steps work, contact the site administrator.

Include:

• The URL causing the error
• The time it occurred
• The steps you’ve already tried

This information will help them identify and resolve the issue much faster.

Wrapping Up: Fixing 401 Errors the Easy Way

In this post, we’ve seen that “401 error” is rarely a sign of a major problem. More often than not, it’s a simple miscommunication between your browser and the server, usually caused by a minor issue like a typo, an outdated browser cache, or a conflicting plugin.

Most 401 errors are easy to fix, often caused by old logins, cached data, or a simple typo.

But if you manage multiple sites, dealing with access issues, plugins, and performance can take up valuable time.

RunCloud helps you focus on your work while it handles the rest – from security to server management.

Start your free RunCloud trial today and spend less time troubleshooting.

Still using a @gmail.com or @yahoo.com address for your business?

A custom domain email, like contact@example.com, instantly boosts trust and makes your brand look credible and professional. It’s also free advertising as every email you send reinforces your website.

The only catch is that setting it up means dealing with a few confusing DNS terms: MX, SPF, DKIM, and DMARC.

This guide breaks them down in plain English and shows how to configure everything correctly using tools like RunCloud and Cloudflare.

Let’s get started!

Why Proper Email Configuration is Necessary

Even if your email already works, proper configuration is critical for three reasons:

1. Building Credibility & Brand Trust

A custom domain email is your digital business card. It instantly builds credibility and brand trust. An address like contact@example.com shows you are an established, legitimate business, whereas a generic @gmail.com address can appear unprofessional and temporary to potential clients.

2. It Helps Avoid the Spam Folder

The single most important technical reason for proper setup is to prevent emails from landing in the spam folder. Major providers like Google and Yahoo now require email authentication (SPF & DKIM) to verify that you are who you say you are. Without these records, your invoices and client proposals will likely be rejected or land in spam.

3. Protecting Your Brand from Spoofing & Phishing

Proper email configuration is an important security measure that protects your brand’s reputation from fraud. These records make it nearly impossible for malicious actors to “spoof” your domain and send phishing emails pretending to be you. This safeguards your customers from scams and prevents the irreversible damage to your brand trust that occurs when your name is tied to fraudulent activity.

What Do You Need for Your Business Email Setup

Before we get into the technical settings, let’s break down the three simple things you need to get started. We’ll also cover what you can expect to spend, so there are no surprises.

A Custom Domain Name

A domain name is your unique digital address on the internet (e.g., example.com). The great news is that if you already have a website, you do not need to buy a new domain. You can use the same one for your email at no additional cost.

If you are buying a domain name for the first time, then you should try to pick something that is short and memorable but also represents your brand. Some companies go a little overboard with this and end up spending millions of dollars on a domain name. However, there is no need for that, and if you don’t have a domain yet, you can purchase one from a domain registrar like Namecheap, GoDaddy, or Cloudflare. A standard .com domain typically costs around $10 to $20 per year.

An Email Hosting Provider

This is the service that will actually handle sending, receiving, and storing your emails. While some basic web hosting plans include free email, a dedicated provider offers far better reliability, security, and features.

Professional email hosting is very affordable and is usually priced per user (or per mailbox). Depending on the provider and features you need, you can expect to spend between $3 and $12 per user per month. There are far too many good email providers available out there to cover in one post, so we recommend reading the following posts if you want to learn more:

• 10 Best Self-Hosted Email Server Platforms to Use in 2025 
• 15 Best Email Hosting For Small Business (2025)
• The 19 Best, Reliable Transactional Email Services 2025

Access to Your Domain’s DNS Records

This sounds technical, but it’s simply the control panel where you tell the internet where to send your email. It’s like a switchboard for your domain, and you just need to know where to find it. You can typically access your DNS settings through the same company where you bought your domain (your registrar) or with your website hosting provider.

Access to managing your DNS records is free. This essential feature is included with your domain registration or hosting plan.

A Step-by-Step Guide to DNS Records for Business Email

Let’s dive into the technical details. This part can seem intimidating, but it’s just a matter of copying and pasting the right information into the right boxes. We’ll walk through setting up each of the four records one by one.

For this guide, we’ll demonstrate how to add these records using Cloudflare, a very popular and free DNS provider known for its speed and user-friendly interface. The steps will be very similar, no matter which DNS provider you use.

First, log in to your Cloudflare account, select your domain, and navigate to the DNS > Records section. This is where we’ll be working.

How to Set up MX Records

If your domain is a building, then the MX (Mail Exchange) record is the mailing address on the front door. It tells the internet exactly which server to use to deliver your emails.

Your email provider (like Google Workspace or Zoho Mail) will give you a list of their mail servers and a “priority” number for each. Your job is to enter these into your DNS settings.

1. In your Cloudflare DNS panel, click Add record.
2. Select MX from the “Type” dropdown menu.
3. In the Name field, type @. This symbol simply means it applies to your main domain, and your emails will look like contact@example.com. If you want to use a subdomain for a separate email server, then you can type the subdomain here. For example, if you type txns here, then the resulting email address will look like contact@txns.example.com
4. In the Mail server field, enter the first server address your email provider gave you (e.g., test.google.com).
5. In the Priority field, enter the corresponding priority number (e.g., 10).
6. Click Save.

Important: Your email provider will probably give you multiple MX records. You must repeat this process for every single one they provide, each with its own unique server and priority number.

How to Set up SPF Record

An SPF (Sender Policy Framework) record tells all other mail servers which email systems are officially allowed to send email on behalf of your domain.

An SPF record is created as a TXT record. You can only have one SPF record per domain, so if you already have one, you’ll need to edit it rather than add a new one.

1. In Cloudflare, click Add record.
2. Select TXT for the “Type.”
3. In the Name field, type @.
4. In the Content field, paste the SPF value your email provider gave you. For Google Workspace, it looks like this: v=spf1 include:_spf.google.com ~all
5. Click Save.

What does SPF Records mean:

1. v=spf1: This just identifies it as an SPF record.
2. include:_spf.google.com: This is the list of servers that can send emails on your behalf. It tells everyone on the internet to check and approve anything Google sends on your behalf.
3. ~all (Soft Fail): This tells servers that if an email comes from a sender not on the list, they should accept it but mark it as suspicious. It’s safer to start with this. –all (Hard Fail) tells them to reject the email completely.

How to Set up a DKIM Record

DKIM (DomainKeys Identified Mail) is like a unique, unbreakable wax seal on a letter. It uses a cryptographic signature to prove that the email genuinely came from you and its content hasn’t been altered in transit.

First, you’ll need to generate a DKIM key inside your email provider’s admin panel. This process will give you two pieces of information: a selector (the name for the record) and a public key (the long text value).

1. In Cloudflare, click Add record.
2. Select TXT for the “Type.”
3. In the Name field, paste the selector your provider gave you. It will look something like google._domainkey.
4. In the Content field, paste the entire long public key text. Be careful to copy the whole thing, as it can be very long.
5. Click Save.

To learn more about this, check out our full-length article on DKIM – What Is It & Why Your Emails Need It.

How to set up a DMARC Record

DMARC (Domain-based Message Authentication, Reporting, and Conformance) checks both the SPF records and the DKIM records. Based on what it finds, it follows your instructions on what to do with unverified mail and sends you reports on email activity.

If you have an existing domain that is sending out emails, we strongly recommend starting with a “monitor only” policy to avoid accidentally blocking legitimate emails.

1. In Cloudflare, click Add record.
2. Select TXT for the “Type.”
3. In the Name field, type _dmarc.
4. In the Content field, paste the following starter policy: v=DMARC1; p=none; rua=mailto:dmarc-reports@example.com (You are supposed to replace this email with your actual email, but read the next section to find what we recommend).
5. Click Save.

Understanding the DMARC policy:

1. v=DMARC1: Identifies the record.
2. p=none: This is your instruction. Here, none means “monitor only” and don’t take any action. Later, you can change this to p=quarantine (send to spam) or p=reject (block entirely).
3. rua=mailto:…: This tells servers where to send daily reports about your email activity, which is incredibly useful for spotting issues. These reports are sent in XML format and are best viewed using specialized software. We recommend using the Postmark DMARC report tool instead of publishing your personal email on the internet.

Suggested read: How to Flush DNS Cache on Windows, Mac, and Linux

Using RunCloud and Cloudflare for Effortless DNS Management

If the steps above seemed tedious and prone to error, you’re not alone. Managing DNS records directly at your domain registrar or a basic hosting panel often comes with frustrating challenges:

• Clunky Interfaces: The control panels are frequently outdated and confusing to navigate.
• Disconnected Workflow: You have to jump between your server management panel, your email provider’s instructions, and your DNS provider’s website, increasing the chances of making a copy-paste error.
• Slow Updates: After you make a change, you can be left waiting for hours due to slow DNS propagation and left wondering if you did it correctly. If you make a mistake, correcting it can be just as slow and stressful.

RunCloud simplifies DNS management by integrating directly with Cloudflare.

Instead of jumping between multiple dashboards, you can add or edit DNS records straight from your RunCloud panel.

This reduces the risk of typos, speeds up propagation, and keeps your workflow consistent across sites and domains.

Final Thoughts

Setting up MX, SPF, DKIM, and DMARC isn’t just a technical detail as it’s what ensures your emails reach inboxes, not spam folders.

Taking a few minutes to configure these records protects your brand, improves deliverability, and builds long-term trust with your clients.

With RunCloud and Cloudflare, you can handle these configurations from one clean dashboard. No more switching between panels or waiting for updates.

Manage DNS and hosting the smart way. 

Get started with RunCloud and set up a professional email the right way.

FAQs & Common Troubleshooting

Seeing the SSL_ERROR_RX_RECORD_TOO_LONG message in Firefox?

This error usually means your browser or server isn’t handling HTTPS traffic correctly – often due to a simple configuration issue.

This guide explains what causes the error and how to fix it, whether you’re a site visitor or a server administrator.

What the SSL_ERROR_RX_RECORD_TOO_LONG Error Means

When you use Firefox to browse the web, you might occasionally see the error message “SSL_ERROR_RX_RECORD_TOO_LONG”. While the name sounds complicated, the reason behind it is usually quite simple.

Firefox shows this error when it tries to load a secure (HTTPS) page but receives an unencrypted or invalid response instead. In most cases, the site’s SSL configuration is incorrect, or it’s using outdated security protocols.

This error can be caused by multiple issues. Let’s break down the common causes:

Common Server-Side Causes of the Error

In most situations, the problem isn’t with your computer or browser but with how the website you’re trying to visit is set up.

• Incorrect port configuration: Firefox connects to HTTPS sites through port 443. If the server handles plain HTTP traffic on this port, Firefox will stop the connection and show this error.
  
• Outdated security protocols: Servers still using old SSL or TLS versions (1.0 or 1.1) can’t complete the handshake with modern browsers.
  
• Certificate problems: Expired, misconfigured, or mismatched certificates prevent Firefox from validating the site’s identity.

Common Browser or Client-Side Causes

Although it is less common, this error can also be caused by the settings on your own computer or within Firefox.

• Cached data: Outdated cookies or cache files can confuse Firefox when a site’s security settings change.
  
• Proxy settings: Incorrect proxy configuration (especially on corporate networks) can block HTTPS connections.
  
• Extensions: Overactive security or ad-blocker add-ons may interfere with the TLS handshake.

Suggesed read: How to Fix err_ssl_protocol Error

How to Fix the SSL_ERROR_RX_RECORD_TOO_LONG Error

We now know what causes the SSL_ERROR_RX_RECORD_TOO_LONG error. Let’s see how to fix this quickly and easily:

Clear Your Browser’s Cookies and Cache

As we explained above, sometimes browsers try to connect using outdated information, which can cause errors. To fix this, we will simply clear and delete all the cookies and cache for that particular site. This forces Firefox to download a fresh, correct copy of the website.

1. Clear cache and cookies: Go to Settings → Privacy & Security → Clear Data, select both checkboxes, and confirm. Then restart Firefox and reload the page.

2. Check proxy settings: Go to Settings → General → Network Settings → Settings…. Choose No proxy, unless you’re on a network that requires one.

3. Disable extensions: Restart Firefox in Troubleshoot Mode. If the site loads, re-enable your add-ons one at a time to find the culprit.

4. Update Firefox: Go to Help → About Firefox to install the latest version.

Check Your Proxy Settings

Most home internet users connect directly to the web. However, some users on a company or school network use a “proxy server”. This proxy server intercepts all the traffic coming into the network, which can cause errors on the site. If you are using a proxy server, make sure it is configured correctly on your computer:

1. Go to the Settings menu again (click the three lines in the top-right).
2. On the General tab, scroll to the bottom to “Network Settings” and click the Settings… button.

3. This will open a new window. The correct setting for most home users is “No proxy“. If it’s set to something else, change it to “No proxy” and click OK.

Note: If you are on a corporate or school network, you may need a proxy. If changing this setting breaks your internet connection, revert it and check with your IT department.

Temporarily Disable Your Browser Add-ons

As we discussed above, some browser extensions interfere with network connections, and you can fix this by simply disabling the problematic extension.

1. The fastest way to do this is by restarting Firefox in Troubleshoot Mode (previously called Safe Mode). This temporarily disables all your add-ons.
2. Click the three-line menu, go to Help, and then select Troubleshoot Mode….
3. Click Restart.

Once Firefox restarts, try visiting the website again. If it works now, you know an add-on is the problem! You can then follow the steps below to find out which one.

4. Go to the menu and select Add-ons and Themes (or press Ctrl+Shift+A).
5. Click on Extensions.
6. Disable your extensions one by one using the blue toggle switch, reloading the problem website after each one. When the site finally loads correctly, you’ll find the extension causing the issue.

Update Your Browser

The world of internet security is constantly evolving. Every few years, new security protocols (the “rules” for the handshake) are released, and old ones are retired. An outdated browser might not know the latest, most secure handshake that modern websites use to communicate on the Internet. Making sure Firefox is up-to-date ensures it has all the modern tools it needs to connect securely.

1. Click the three-line menu and go to Help.
2. Select About Firefox.
3. A small window will pop up and automatically check for updates. If an update is available, it will download and install it for you.

If none of the browser fixes worked, the issue is almost certainly on the server. Here’s how to diagnose and correct it as a developer.

How Developers and Admins Can Fix the Error

If you are a website administrator, then you are in the best position to resolve the “SSL_ERROR_RX_RECORD_TOO_LONG” error for your website. This error is almost always a sign of a server-side misconfiguration, where the server sends an unexpected response during the initial TLS handshake. The following detailed checks will help you diagnose and fix the underlying issue.

Use an Online SSL/TLS Diagnostic Tool

Before you spend too much time manually combing through configuration files, you should use an external tool to give you a detailed report. These services test your server from the perspective of an external client and can pinpoint subtle misconfigurations that are easy to miss.

You can use a service like Qualys SSL Labs’ SSL Test or DigiCert SSL Installation Diagnostics Tool to perform a deep analysis of your entire SSL/TLS setup. It will grade your configuration and provide a detailed report on protocol support, key exchange, cipher strength, and certificate chain issues.

The report will explicitly flag common problems such as an incomplete certificate chain (“Chain issues: Incomplete”), support for insecure protocols, or weak cipher suites. This provides an actionable checklist of items to fix within your server’s configuration files.

Verify Your Server’s Port and Protocol Configuration

This is the most frequent cause of the error.

Verify Port and Protocol Settings

• NGINX: Add listen 443 ssl; to your configuration block.
• Apache: Use <VirtualHost _default_:443> and ensure SSLEngine on is enabled with valid certificate file paths.

Check Certificate Installation

• Install both your main certificate and the intermediate chain from your CA.
• Confirm the certificate’s CN or SAN matches your domain.
• Renew any expired certificates.

Update TLS and Cipher Settings

• Enable TLS 1.2 and 1.3 only.
• Disable older protocols (TLS 1.0, 1.1, SSLv2, SSLv3).
• In RunCloud, select your preferred TLS version from the dropdown menu in the TLS settings.

Audit the SSL Certificate Installation and Validity

A faulty SSL certificate setup can prevent the TLS handshake from even beginning properly. The browser needs to validate a complete and correct certificate “chain of trust” to proceed. Any break in this chain or mismatch in information will cause connection failures.

• Check for Correct Installation: Ensure that you have installed not just the primary domain certificate but also the necessary intermediate certificates provided by your Certificate Authority (CA). A missing intermediate certificate breaks the chain of trust, and while some browsers can fetch them, it is not reliable behavior.
• Verify Domain Name Matching: The certificate’s Common Name (CN) or, more modernly, a name in the Subject Alternative Name (SAN) field must exactly match the domain the user is accessing. A certificate issued for www.example.com will not be valid for example.com unless both are listed in the SAN.
• Confirm Expiration: While usually leading to a different error, an expired certificate can sometimes contribute to configuration issues that manifest as this error. Always confirm your certificate is within its validity period.

Update and Strengthen Your TLS Version and Cipher Suites

Modern browsers, including Firefox, have deprecated older, insecure versions of the TLS protocol (specifically TLS 1.0 and 1.1). If your server is configured only to support these outdated versions, Firefox will refuse to connect, which can sometimes result in this specific error. You must ensure your server is configured to negotiate a modern, secure protocol.

• Enable Modern Protocols: Your server configuration should be set to enable TLS 1.2 and TLS 1.3, the current industry standards for security.
• Disable Obsolete Protocols: Explicitly disable support for TLS 1.0, TLS 1.1, and all versions of SSL (SSLv2, SSLv3). This not only resolves compatibility issues but is also the best security practice to protect against known vulnerabilities.

If you are using RunCloud, you can do this very easily by selecting the right value from a dropdown menu in your TLS certificate settings.

Simplifying SSL Management with RunCloud

Configuring SSL manually can be slow and error-prone.

RunCloud simplifies it with one-click SSL setup, automatic renewals, and a staging environment for safe testing, helping you avoid common issues like this Firefox error.

One-Click SSL Certificates with Auto-Renewal

RunCloud offers a seamless integration with Let’s Encrypt, a free and trusted certificate authority. With RunCloud, you can:

• Install SSL with a Single Click: Secure your websites with a valid SSL/TLS certificate in seconds, directly from your RunCloud dashboard.
• Automated Renewals: RunCloud automatically handles the renewal of your Let’s Encrypt certificates, ensuring your sites remain secure without any manual intervention. This eliminates the risk of expired certificates causing errors.

Making changes directly to a live server can be risky and can inadvertently lead to configuration errors. RunCloud’s staging environment provides a safe sandbox to test any modifications before deploying them to your production site.

Once you’ve verified that your changes are working correctly in the staging environment, you can easily sync them with your live site.

Final Thoughts: Simplify SSL Management

Managing SSL manually can take hours – and a single misstep can break your site.

With RunCloud, you can deploy, renew, and manage SSL certificates in seconds through an intuitive dashboard.

Start your free RunCloud trial today and secure your sites the easy way.

FAQs

Managing projects across multiple tools and messages can quickly become chaotic. The right project management software keeps everything in one place – tasks, communication, files, and timelines.

In this guide, we’ll show you the best tools for 2025, including both free and paid options. You’ll learn what features matter most and which platforms suit different types of teams – from freelancers to large agencies.

You will be able to:

• Identify the key features that matter most to your team, such as task management, resource allocation, workflow automation, and time tracking.
• Recognize which software is best for your specific needs, whether you’re an Agile development team, a client-focused agency, a large enterprise, or a startup looking for the best free project management software.

Let’s get started!

What is Project Management Software?

Project management software is a specialized application designed to help teams plan, execute, and monitor a project’s entire lifecycle from initiation to completion. It provides a centralized platform for organizing tasks, assigning responsibilities, setting deadlines, and tracking the progress of different goals.

These tools ensure that all team members and stakeholders have access to the same up-to-date information, which significantly reduces miscommunication and streamlines workflows.

Modern project management software includes simple task tracking as well as a suite of tools for advanced collaboration and resource management. These include features for communication, file sharing, budget tracking, and generating detailed performance reports.

Suggested read: How To Migrate Away from cPanel Hosting (The Escape Guide)

Why Businesses Need Project Management Software in 2026

You would think that your team doesn’t need project management software, but in 2026, it will be more necessary than ever. This is mainly due to the complexities of the modern workplace and a steep rise in the number of remote work options.

These tools bridge geographical gaps by creating a unified digital environment where collaboration can happen seamlessly. This ensures that all team members remain aligned on priorities and progress regardless of their physical location.

Key Features to Look For in Project Management Tools

When comparing tools, focus on features that boost both individual and team productivity:

• Task creation, assignment, and deadlines
• Multiple views like Kanban, Gantt, and calendar
• Built-in collaboration through comments, mentions, and file sharing

Suggested read: How to Get Your Website Indexed by Search Engines in 2025: A Complete Guide

Top 10 Project Management Software for 2025

Asana – Best for Team Collaboration

Asana is a leading project management tool often praised for its exceptional design, which makes it easy to collaborate. Its intuitive interface ensures that all team members, regardless of their technical skill, can easily track their responsibilities and understand how their individual tasks contribute to the larger project goals.

The platform is built around the principle of transparency and provides multiple ways to visualize project progress and maintain open lines of communication. This helps to keep entire teams aligned and focused on their objectives.

Key Features

Asana is equipped with an extensive set of features designed to enhance teamwork and streamline project execution. Users can manage workflows through various perspectives, including simple to-do Lists, visual Kanban Boards, timeline-based Gantt charts, and shared Calendars to keep track of important deadlines.

It also includes a powerful Workflow Builder to automate routine processes, which saves time and reduces manual effort. If you want a higher-level view, then you can use the Project Dashboards and Universal Reporting, which provide real-time insights into progress.

Pricing Plans

Asana offers multiple pricing plans to accommodate different team sizes and needs.

• Personal: This free plan is ideal for individuals or small teams of up to 10 members. It includes unlimited tasks, projects, and messages, along with list, board, and calendar views.
• Starter: At £9.49 per user per month (billed annually), the Starter plan is designed for growing teams. It includes everything in Personal, plus features like a timeline view, project dashboards, a workflow builder, and automations to help manage and track projects more effectively.
• Advanced: For larger companies that need to manage work across multiple departments, the Advanced plan is available for £20.99 per user per month (billed annually). This tier adds advanced capabilities such as Portfolios for managing groups of projects, Workload for resource management, native time tracking, and integrations with tools like Salesforce and Tableau.
• Enterprise: This custom-priced plan is tailored for large organizations that require advanced security, control, and support. It includes all Advanced features plus enhanced administrative controls like SAML, guest invite permissions, custom branding, and dedicated 24/7 support.

monday.com – Best for Customizable Workflows

monday.com has earned its reputation as a top-tier project management tool due to its exceptional flexibility and highly customizable workflows. It is almost a Work Operating System (Work OS) that allows teams to build and adapt their own applications and work management tools to fit their exact processes.

Its visually appealing and color-coded interface makes it easy to see the status of various tasks at a glance, which helps teams manage everything from simple to-do lists to complex, multi-stage projects with clarity and precision.

Key Features

This platform is built around highly configurable boards, items, and columns, which makes it very flexible. monday.com offers a wide array of column types (over 8 in the free plan alone) and more than 200 templates to get teams started quickly. It also includes multiple project views, such as Timeline, Gantt, and Calendar views, which enable teams to visualize their work in a way that makes the most sense for them.

monday.com is one of the few tools that offer first-party MCP support, which enables secure integration of AI tools like Claude and Cursor directly into your workflows. This allows AI to perform tasks across projects, sales, and marketing by connecting through the monday.com marketplace, receiving commands, and instantly updating data or creating tasks.

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Pricing Plans

monday.com provides a range of plans suitable for different organizational sizes and complexities.

• Free: This forever-free plan is designed for individuals and very small teams (up to 2 seats). It includes up to 3 boards and docs, access to over 200 templates, and the use of iOS and Android apps.
• Basic: At $9 per seat per month (billed annually), the Basic plan is aimed at teams needing to manage all their work in one place. It includes unlimited items and free viewers, 5GB of file storage, and the ability to create a dashboard based on a single board.
• Standard: It costs $12 per seat per month (billed annually). It adds Timeline & Gantt views, guest access, and a significant increase in automations and integrations (250 actions per month for each), plus dashboards that can combine up to 5 boards.
• Pro: For $19 per seat per month (billed annually), the Pro plan is built for streamlining more complex workflows. It introduces private boards, chart views, time tracking, and a massive jump in automation and integration actions (25,000 per month), with dashboards that can synthesize data from up to 20 boards.
• Enterprise: This plan is custom-priced for large organizations and includes advanced features like portfolio management, enhanced security, and enterprise-grade automations and reporting.

ClickUp – Best All-in-One Workspace

ClickUp is designed to be the ultimate all-in-one productivity platform. It aims to replace multiple disparate applications by consolidating them into a single, cohesive workspace. It brings together tasks, documents, chat, goals, whiteboards, and more, making it an ideal solution for teams looking to streamline their toolset and boost efficiency.

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Key Features

ClickUp is packed with an extensive range of features that cater to nearly every aspect of project and work management. It includes useful tools such as unlimited tasks, collaborative Docs for knowledge bases, and various project views like Kanban Boards, Calendar View, and Gantt Charts for flexible workflow visualization.

It also supports agile methodologies with Sprint Management and offers unique collaboration features such as In-App Video Recording, unlimited Chat, and interactive Whiteboards.

Pricing Plans

ClickUp offers several tiers to support teams as they grow.

• Free Forever: This plan is best for individual users and includes unlimited tasks and members, 60MB of storage, collaborative docs, Kanban boards, and 24/7 support.
• Unlimited: This plan is aimed at small teams and costs $7 per user per month. It includes everything in the free plan, unlimited storage, integrations, Gantt charts, custom fields, and resource management.
• Business: At $12 per user per month, this popular plan is best for mid-sized teams. It adds advanced features like Google SSO, unlimited mind maps and dashboards, workload management, and more sophisticated automations.
• Enterprise: This custom-priced plan is for large organizations needing advanced control and security. It includes features like white labeling, HIPAA compliance, custom roles, a dedicated customer success manager, and live onboarding training.

Jira – Best for Agile Teams & Developers

Jira is the industry-standard project management tool for software development teams. It is renowned for its powerful features tailored specifically for Agile methodologies. It provides an unmatched framework for running Scrum and Kanban workflows, allowing developers to plan sprints, track bugs, and manage releases with precision and deep technical context.

Its entire ecosystem is designed to integrate seamlessly with the developer toolchain, making it the definitive choice for teams focused on building, testing, and deploying software.

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Key Features

Jira’s feature set is deeply customized to meet software development needs. It offers multiple project views, including a timeline for roadmapping, calendars, and summary views, alongside advanced reporting and dashboards to track team velocity and burndown charts.

Jira also includes powerful automation rules to handle repetitive tasks, and its advanced features in higher tiers support cross-team planning and dependency management, which are necessary for large-scale development projects.

Pricing Plans

Jira offers a scalable pricing model to support teams from small startups to large enterprises.

• Free: This plan is available for up to 10 users and is free forever. It is a great starting point, offering unlimited projects and tasks, various project views (including backlog, board, and timeline), basic reports, and 2 GB of storage.
• Standard: At $8.60 per user per month, the Standard plan is ideal for growing teams. It includes everything from the Free plan, user roles and permissions, a significant increase in automation runs (1,700 per month), 250 GB of storage, and standard business-hour support.
• Premium: The Premium plan costs $17.00 per user per month and introduces advanced features like cross-team planning, customizable approval processes, unlimited storage, and 24/7 support for critical issues, backed by a 99.9% uptime SLA.
• Enterprise: This custom-priced tier is for large organizations requiring advanced analytics, security, and scale. It includes everything in Premium plus cross-product insights with Atlassian Analytics, advanced admin controls, unlimited automation, and the highest level of support with a 99.95% uptime SLA.

Plutio – Best for Client Management & Invoicing

Plutio is a highly versatile, all-in-one business management platform that is particularly well-suited for freelancers, contractors, and small agencies that work directly with clients. It can seamlessly integrate project management with essential client-facing tools, such as proposals, contracts, invoicing, and a built-in client portal.

This unified approach eliminates the need to juggle multiple subscriptions and allows users to manage the entire client engagement lifecycle, from initial proposal to final payment, all within a single ecosystem.

Key Features

Plutio offers an extensive suite of features to manage internal projects and external client relationships. It offers several basic project management tools such as customizable task lists, time tracking, and visual Kanban boards.

However, Plutio excels in its client management features, such as professional proposals, legally binding contracts that clients can sign electronically, and an advanced invoicing system that supports recurring payments, subscriptions, and multiple payment gateways. It also provides a white-labeled client portal where clients can log in to view project progress, access files, pay invoices, and collaborate directly with the team.

Pricing Plans

Plutio offers straightforward pricing plans that are not based on a per-user fee, which makes it very cost-effective for teams.

• Solo: At $19 per month, this plan is designed for a single user. It includes all the important features, allowing an individual to manage unlimited projects and clients.
• Studio: For $39 per month, the Studio plan is ideal for small teams. It includes everything in the Solo plan and allows you to invite up to 10 contributors to collaborate on projects.
• Agency: At $99 per month, the Agency plan is built for larger teams and growing businesses. It includes all features and supports up to 30 contributors, along with the ability to download invoices as PDFs.

Adobe Workfront

Adobe Workfront is an enterprise-grade work management solution that is designed to handle the scale and complexity of large organizations. It excels at connecting strategic planning with day-to-day execution, providing a centralized platform that gives leaders visibility across entire portfolios of projects and programs.

This makes it ideal for enterprises that need to manage complex, cross-functional workflows, align global teams to strategic objectives, and ensure governance and compliance across all workstreams.

Key Features

Workfront is equipped with an advanced set of features designed for enterprise-level challenges. It includes features such as strategic Portfolio Management to prioritize high-value projects and Resource Management to optimize team capacity and workload balancing on a global scale.

Additionally, it offers sophisticated Workflow Automation, advanced review and approval processes for multimedia content, and dynamic dashboards for extensive reporting. As you might expect, it has strong integration with the Adobe Experience Cloud and Creative Cloud.

Pricing Plans

Adobe Workfront does not offer publicly listed prices, but provides custom quotes based on an organization’s specific needs.

Trello – Best for Simple Kanban Boards

Trello is renowned for its simplicity and mastery of the Kanban board methodology, which makes it one of the most intuitive and visually accessible project management tools available.

It uses a straightforward system of boards, lists, and cards that allows individuals and teams to organize tasks, track progress, and collaborate in a highly flexible, drag-and-drop environment. This visual-first approach makes Trello an excellent choice for managing linear workflows, brainstorming ideas, and tracking personal to-do lists without the steep learning curve associated with more complex software.

Key Features

Trello allows you to move an unlimited number of cards across customizable lists on a board. It also includes features for adding assignees, due dates, checklists, and attachments to each card.

Trello’s standout feature is its “Power-Ups,” which allow users to integrate their boards with a vast library of third-party apps and add new functionalities like custom fields, calendar views, and voting. Higher-tier plans expand on this with advanced features like multiple project Views (Calendar, Timeline, Table, Dashboard), enhanced automation through “command runs,” and AI-powered assistance.

Pricing Plans

Trello offers several plans to accommodate different needs, from individual users to large enterprises.

• Free: This plan is free forever for up to 10 collaborators per Workspace. It includes unlimited cards, up to 10 boards, unlimited Power-Ups per board, and 250 automation command runs per month.
• Standard: At $5 per user per month (billed annually), this plan is for teams that need more organizational power. It includes everything in Free, plus unlimited boards, advanced checklists, custom fields, and 1,000 command runs per month.
• Premium: For $10, this plan offers enhanced views and administrative controls per user per month (billed annually). It also offers different project views (Calendar, Timeline, Dashboard), unlimited command runs, admin and security features, and Atlassian Intelligence (AI) capabilities.

Notion – Best for Knowledge + Project Management Hybrid

Notion is a household name that is already known for its note-taking app, but it also functions as a powerful hybrid of a project management tool and an extensive knowledge base.

Unlike traditional project managers, which are structured solely around tasks, Notion is built on a flexible, modular system of pages and databases. This allows teams to create interconnected wikis, documents, and task boards all within the same environment, making it the ideal solution for teams that want to keep their project plans, documentation, meeting notes, and company policies in one centrally located and easily accessible place.

Key Features

Notion’s biggest strength lies in its highly adaptable databases, which can be customized with properties like subtasks, dependencies, and various field types to function as advanced task managers or project trackers.

These databases can be visualized as boards, lists, timelines, or calendars to suit different workflows. In addition to project management, Notion serves as a collaborative workspace with features like Notion Calendar, Notion Mail (which syncs with Gmail), and the ability to build basic custom websites and forms. The recent addition of Notion AI provides intelligent assistance for summarizing notes, drafting content, and automating tasks directly within your workspace.

Pricing Plans

Notion offers several plans designed to scale from individual use to large business needs.

• Free: This plan is ideal for individuals looking to organize their personal projects and is free for individual usage. It includes full access to Notion’s powerful databases, Notion Calendar, Notion Mail, and a trial of Notion AI.
• Plus: At $10 per member per month, the Plus plan is designed for small teams and professionals. It includes everything in the Free plan, plus unlimited collaborative “blocks,” unlimited file uploads, and the ability to create custom forms and sites.
• Business: This plan is recommended for growing businesses, and it costs $20 per member per month. It includes all the features of the Plus plan and adds enterprise-grade security features like SAML SSO for single sign-on and more granular control over database permissions.

Basecamp – Best for Small Teams & Startups

Basecamp is designed with a strong focus on simplicity and clarity, which makes it an excellent choice for small teams, startups, and freelancers who need a straightforward way to manage projects without being overwhelmed by excessive features.

It is built to provide a single, organized place for all project-related communication, tasks, and files, reducing the reliance on scattered tools like email, chat apps, and file storage services. This all-in-one approach helps teams stay on the same page and fosters a more organized and less chaotic work environment.

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Key Features

Basecamp organizes work into distinct projects, each containing a dedicated suite of tools to keep everything in one place. These include To-Do Lists for tracking tasks, deadlines, and responsibilities; a central Message Board for important announcements and discussions; a real-time group Chat for quick conversations; and a Schedule to keep track of key dates and milestones.

It also includes a Docs & Files section for storing all project-related assets, and a unique “Doors” feature that allows you to link to other essential tools right from your project homepage, ensuring everything your team needs is easily accessible.

Pricing Plans

Basecamp offers a simple, user-based pricing model that is easy to understand and scale.

• Basecamp FREE: This plan allows you to run a single project at a time. It’s a great starting point for those wanting to try out the platform on a small scale.
• Basecamp Plus: At $15 per user per month, this plan is ideal for freelancers, startups, and growing teams. It includes unlimited projects, 500 GB of storage space, and 24/7 customer support. A significant benefit of this plan is that you are only billed for your internal team members; you can invite an unlimited number of clients and guests to collaborate on projects for free.
• Basecamp Pro Unlimited: This plan costs $299 per month (regardless of the number of users) when billed annually (or $349/month if paid monthly) and offers a comprehensive solution for entire organizations. It includes unlimited projects and 5 TB of storage, priority 24/7/365 customer support, a Timesheet upgrade for tracking hours, and an Admin Pro Pack for enhanced control, along with personal onboarding.

Zoho Projects – Best Budget-Friendly Project Management Tool

Zoho Projects is a powerful and extensive project management solution that offers exceptional value, making it one of the best budget-friendly options on the market. It is part of the extensive Zoho ecosystem of business apps. It provides a feature-rich platform that can handle everything from simple tasks to complex projects without the high price tag of many competitors.

This combination of affordability and advanced functionality makes it ideal for small to mid-sized businesses looking for a scalable and cost-effective way to manage their work.

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Key Features

Zoho Projects is equipped with a wide array of features to cover the entire project lifecycle. Its important functionalities include Task Management with customizable views like Classic, Plain, and Kanban, along with dependencies and subtasks.

The platform excels at Time Management and offers built-in timesheets, a calendar, and both planned vs. actual time tracking. For collaboration, it includes Charts and Reporting for in-depth analytics, Issue Tracking to manage bugs and resolve problems, and seamless Integrations with other Zoho apps and popular third-party services.

Pricing Plans

Zoho Projects offers a very competitive pricing structure, including a solid free plan.

• Free: This plan is available for up to 3 users and supports two projects. It includes basic features like task management and a Gantt chart viewer, making it a great starting point for small teams.
• Premium: At $5 per user per month, this plan is designed for growing teams. It supports unlimited projects, offers 100 GB of storage, and includes key features like subtasks, time tracking, and project templates.
• Enterprise: For $10 per user per month, this plan provides advanced features for larger businesses. It includes everything in Premium, plus enhanced capabilities like portfolio management, resource management, custom roles, and a 120 GB storage capacity.

Wrapping Up: Take Control of Your Projects and Your Infrastructure

Choosing the right project management software is an important step toward streamlining your workflows and ensuring you deliver projects successfully and on time. Whether you need Trello’s simple Kanban boards, Jira’s agile power, or ClickUp’s all-in-one workspace, the perfect tool is out there to give you complete control over your tasks and timelines.

However, for digital agencies and businesses, managing the project is only half the battle; managing the final deliverable, the client’s website, is just as important.

Project management software keeps your team’s work organized. RunCloud does the same for your websites.

With auto-healing, server automation, and performance monitoring, RunCloud simplifies complex hosting tasks and reduces the risk of downtime. You can manage client sites as efficiently as you manage projects – without constant manual intervention.

If you are an agency looking to elevate your brand, RunCloud’s Arch functionality (coming soon) allows you to offer high-performance hosting under your own name, just as you would white-label a project report for a client. This is complemented by RunCloud Hub caching, which ensures WordPress websites remain blazing-fast and reliable, keeping your project deliverables online and performing flawlessly even under heavy traffic.

Take control of your servers the same way you manage your projects – with clarity and confidence.

Get started with RunCloud and simplify how you host, deploy, and manage every client website.

FAQs on Project Management Software 2025